VACANCY ANNOUNCEMENT : Administrative Manager & National Director’s Advisor

VACANCY ANNOUNCEMENT

Position Title: Administrative Manager & National Director’s Advisor
Vacant positions: 1 person
Type of contract: Fixed Term
Working location: Kigali, National Office
Supervisor: National Director
Nationality: Rwandan
Deadline: 12th July, 2024

Background of the organization

Established in 1949, SOS Children’s Villages is a dynamic social development international organization working globally to meet the needs and protect the interests and rights of vulnerable children. In Rwanda SOS Children’s Villages is an affiliate of SOS Children’s Villages International which is a federation of over 130 SOS Children’s Villages associations world-wide. We build families for neglected, abandoned or orphaned children, we help them shape their own futures and we share in the development of their communities. In order to further satisfy this responsibility, SOS Children’s Villages Rwanda is seeking for a competent Administrative Manager & National Director’s Advisor.
The Administrative Manager & National Director’s Advisor provides professional-level administrative, operational and policy services and provides direct administrative assistance to the National Director, which may involve highly sensitive and/or confidential matters using independent judgment, tact and discretion for successful performance of the work, as responsibilities may include resolution of internal management, policy and operational problems.

Main clients:

 Senior Management Team (SMT)
 National Management Team (NMT)
 Heads of Locations
 Regional Office Team
 Board of Directors
 Internal & External partners

Reporting Relationships

 Reports directly to the National Director

Key performance areas and main responsibilities:
 Relieves the National Director of day-to-day administrative detail; coordinates the flow of information to the National Director’s office as required for policy and operational decisions.
• Assist the National Director to coordinate and supervise daily operations by ensuring compliance with regulations and internal policies.
• Coordinates schedules, appointments, arranging meetings, distributing memos and reports and ensures that everyone is kept updated of necessary organisation news and information
• Manages National Director office operations and asset management, printers or other equipment necessary in the National Director’s office
• Manages professional and personal scheduling for the National Director, including agendas, mail, email, calls, travel arrangements, visitors’ management, and other National Director’s office logistics
• Manages, coordinates, and arranges senior executives’ travel and travel-related activities including hotel booking, transportation, and meal coordination.
• Participates in organizing team communications and planning events, both internally and externally.
• Plans the National Director’s meeting schedules with Board of Directors, Senior Management, National Management and various Institutions including taking detailed meeting minutes.
• Responds to incoming communications, such as some of the National Director’s emails
• Develops and maintains a filing system
• Provides general support to visitors and act as the point of contact for staff,
• Advises the National director on different leadership issues to have evidence-based decision making.
• Ensures minutes of the board are well written, kept and action points are communicated to the owner with in the management.
Child Protection Policy.
• At all times, avoid actions or behavior that could be construed as poor or potentially abusive practice. Whatever actions taken should be with the best interest of the child in mind.
Data Protection Policy.
• At all times ensure that personal data of SOS Children’s Villages beneficiaries and their families as well as SOS Children’s Villages in Rwanda co-workers is handled confidentially and in accordance with prevailing SOS Children’s Villages.
• Ensure that personal sponsor information and data used and administered for the benefit of SOS Children’s Villages in Rwanda, is stored and transferred securely, handled confidentially and in accordance with prevailing data protection laws. Donor data will remain under the control of SOS Children’s Villages in Rwanda and shall not be forwarded to or swapped with other organizations.

Required key skill set.

Must understand the following:
• The SOS Organization, be familiar with the background, philosophy, principles, policies, guidelines and structure
• The different roles of the SOS staff team members, in working together for best interest of the children and donors.
• Excellent communications skills.
Preferred personal attributes
• Passionate about childcare and development
• Punctuality and assiduity
• Knowledge of child rights and child development issues
• Good standards of conduct and ethics as well as integrity, appropriate judgment, independence and confidentiality
• Personal organization and planning skills; ability to organize and prioritize
• Capable of a rigorous analytical approach and result oriented.
• Ability to place details in a wider context (understanding the broader context).
• Flexible, resilient and able to manage stress.
• Team spirit

Formal qualifications

• Bachelor’s degree in administrative sciences, communication, Management, translation and Interpretation, public relations or relevant course with at least 3 years of experience in administrative field, public relations and communications
Experience requirements
• Must have dynamic and collaborative spirit as well working in a team

How to Apply:

If you believe you are the right candidate for the above position, please send your detailed application including application letter, CV with three traceable refferrees and copies of education qualification) to [email protected] and properly fill the application form found via the following https://forms.office.com/e/794Lwfmgak by not later than 12th July, 2024. at 5:00 pm Kigali time.

N.B: Please mention in the subject of your email the name of the position applied for. Late applications will not be accepted. Only shortlisted candidates will be contacted.

“SOS Children’s Villages Rwanda/ International holds strict child safeguarding principles and a zero-tolerance policy for conducts of sexual harassment, exploitation and abuse in the workplace and other places where the organization’s activities are rendered. Parallel to technical competence, recruitment, selection and hiring decisions will give due emphasize to assessing candidates value congruence and thorough background checks, police clearance reference check processes”.

Done at Kigali on 5th July, 2024

Jean Bosco KWIZERA
National Director